Meeting Survival 101

AuthorGarett April 27th, 2010 Comments View Comments
Today, several AgencyNetters are presenting our ideas to the leadership team for a large, well-known consumer product brand.

Two of those on the pitch team are designers from the creative department.  For one, it is her first time at a large pitch.  During our conversations leading up to her departure, I shared with her my Sketch Identity Management (SkIM) technique.  I apologize in advance to my copywriter who hates when I acronym (yes it can be a verb too).
In short, the SkIM technique is a quick and easy way to catalog all of the individuals in the meeting by name, title and location in the room.  The technique provides the user with a visual reference to “skim” whenever needed to easily remember who is speaking or whom to address.  Obviously, the technique is meant to be used during meetings where there is a larger than normal group of people where most of them are comprised of people you may not know.

Here’s SkIM by the Numbers…

Step 1:

Take your seat at the table for the meeting. It is assumed you will be seated at a large conference table but it is not necessary.

Step 2:

Survey the room. Take note of where everyone is, especially the people from your team.

Step 3:

Sketch the table and the room if necessary.

skim1

Step 4:

Label your sketch with the names (and role or title) as everyone introduces himself or herself.

In order to keep everything easy to manage visually, here is how I simplify the sketch for my use.

  • I use an “X” to mark my spot.
  • Mark the members of your team with their first initial in a circle.
  • Label team members from organizations other than your own by writing their name and then a line underneath with their role or title beneath.
  • You may want to attach a differentiating mark to the individual(s) of importance such as project managers or team leaders.

Step 5:

Refer to your SkIM whenever needed during the meeting.

There you have it.  It may not seem like much, but the SkIM technique has helped me quite a few times during extended meetings in large groups.

What kind of interesting techniques have you developed for use in meetings?  I would love to hear them.  Thanks in advance and here’s to making the most out of your meeting time.

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  • Mary

    I like the skIM technique. I lead a team of 7 and we are engaged in meetings that can often last VERY long. They are often complex with key players that have various roles. I thnk the skIM allows for a great visual and a quick reference.

  • Garett

    Thanks Mary. I’m glad you found the SkIM technique helpful.

  • Mary

    Last night when I posted, I was only able to envision the skIM technique and its benefits. However, after a very long day of meetings, I can actually give practical feedback. Although my profession is not one of “pitches and proposals” it is elementary education, I was able to adapt the technique and reap the benefits today during my special education meetings. As I sat in the first meeting of about 15 people – teachers, therapists, specialists, advocates and parents alike. As the lead in the meeting, I utilized the skIM technique, I was able to more effectively manage the meeting using the visual diagram. I jotted notes (above my crude diagram of the table) that included the name and purpose of each member, their strengths and vital role that each person played in the meeting. As a result of my brief notes, I was able to ask more strategic questions based on their strengths and purpose which then led to a much more productive meeting – which in my world leads to a better program for an elementary student with special needs. It was a good day!

  • Adam

    I like. Thanks for sharing, G.

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